REMINDER:
Please remember that this document is meant to be a guideline with some
ideas of ways you can use MAS 90 / 200 core accounting modules more
fully. However, your settings or process may not work exactly as outlined
in this document. This document is provided for informational purposes
only – please direct specific questions to our support team by calling our
office and selecting extension “1”.
KEYBOARD NAVIGATION
For those of you who don’t like to use your mouse:
Key Function
TAB Next field
ENTER Next logical field
SPACEBAR Clear/select a check box/radio button BACKSPACE Deletes the entry at a field
ESC Closes the current window F1 Help text for the current field F2 Lookup window for the current field
F4 Printer button
F7 Explorer menu
F8 Record count
F9 or ALT+Q Special Options button CTRL+F5 First record CTRL+F6 Prior record CTRL+F7 Next record CTRL+F8 Last record
ALT+A Accept button
ALT+C Cancel button
ALT+D Delete button
ALT+P Print button ALT+V Preview button
SHIFT+F1 Help button (help text for the window) ALT+O OK button for dialog boxes and line entry ALT+U Undo line changes
CTRL+INSERT Inserts a line
CTRL+DELETE Deletes the current line INSERT Inserts a line
DELETE Deletes the current line ALT+N Insert a line ALT+E Delete a line
ALT+1, 2, 3... Select the first tab, second tab, third tab...
ALT+B Batch button
ALT+E E-mail button
ALT+I Text button
ALT+K Credit Checking button
ALT+M Memo button
ALT+R Item Memo button
ALT+M Memo button (when memos are on file)
ALT+Q Map button
ALT+S Image button
ALT+S Documents Search button ALT+T Package Tracking button
ALT+U Web button
ALT+T Package Tracking button ALT+X Next Number icon
ALT+Z Zoom button
New Security Overview for 4.x
The security for MAS 90 and MAS 200 has been overhauled starting with version 4.x. You will set up roles and then set up Users. You then assign users to one or more roles.
Use Role Maintenance to define and maintain functional roles. Roles reflect functions within an organization, such as AP Clerk, AR Clerk, and Warehouse Staff. Permissions for all security events (such as one-sided journal entries) can also be assigned to roles.
When defining roles, access to modules and tasks can be allowed or restricted. With version 4.0/4.05, the General Ledger, Library Master, and Customizer modules, security can be further refined by assigning Create, Modify, Remove, or View permissions to maintenance tasks, or by setting Update or Print Only permissions to update tasks. Additionally, some module options, such as allowing batches to be merged can be allowed or restricted. These additional permissions will be available for AR, SO, RMA with version 4.1 release. Then these additional permissions will be rolled out with each new release based on the modules being released to the 4.x standard.
Note Subsidiary windows within a task inherit the permissions assigned to the primary task window. You will now use User Maintenance to create users and assign roles to users. One or more roles can be assigned to users.
Security Precaution
Be sure to set up ODBC security to prevent unauthorized users from accessing MAS 90 data through ODBC links to MAS 90 via Microsoft Access or Microsoft Excel. You set this up using the Library Master; Setup menu items for ODBC security.
Setting up User Preferences:
In 4.x MAS 90, you can set up some User Preferences in the Library Master module. This used to be done by selecting the File menu and then selecting Preferences, but is now accessed in Company Maintenance in the Preferences Tab for the default settings for users in each company OR in Library Master, Main, User Maintenance for setting some other preferences for each user or role.
In these screens, changes can be made to the MAS 90 system for each company. Some examples include being able to have all return city names entered in caps after the user enters the Zip Code, date preferences and more.
To prevent users from posting to an accounting period in a subsidiary module more than one month into the future, turn on the “Restrict Accounting Date To Current and One Future Period”. This saves a considerable amount of time with subsidiary to general ledger reconciling difficulties when the user accidentally specifies a posting date far into the future.
The option to prompt user for accounting date upon entering each module is also available and helps insure the user is posting in the proper period.
You must be logged on as the Administrator or have been given security permissions by an Administrator to access User Maintenance.
Changing AP and AR Addresses to Upper Case
A hidden utility is also available to convert address information to all uppercase. It provides the option to uppercase city names only or uppercase all address fields. This utility can be applied to customers, ship-to addresses, vendors, and purchase addresses. It is important ship-to exercise care before running this utility because changes are permanent and cannot be reversed.
To run the SWUPCS utility program
1. All users must exit MAS 90. Create a backup of MAS 90 data files.
2. Log in to MAS 90 and select the desired company using the MAS 90 launcher.
3. Select File | Run and type SWUPCS in the Program Name field and click OK.
4. The Uppercase Address Utility Window appears.
5. Uppercase City Only or Uppercase All Address Fields can be selected. 6. Any combination of the following can be selected:
• Customers (if company uses AR module).
• Ship-to Addresses (if company uses AR and SO modules). • Vendors (if company uses AP module).
• Purchase Addresses (if company uses AP and PO modules). 7. After selections are made, click on the Proceed button.
Accessing Help
To find help on infrequently performed tasks, use the “How Do I?” feature found on the Modules tab of the Detailed View of the MAS 90 Desktop. Simply type a question in the “How Do I?” field and a list of
Accessing Help (cont)
The help files are awesome and you can access using F1 function key and also clicking on the “?” boxes at the bottom of a screen. Excellent search and you can also access the “How do I?” feature from the help screens. Plus there are excellent flowcharts that you can review and print as needed.
Accessing Help
by clicking this
Copying Data from One Company to Another (Company Maintenance -- COPY):
You may want to copy portions or all of your primary company’s information into a new, backup company. For example, if you are planning to use the DELETE/RENUMBER/MERGE utility in any of the modules, you will want to use this copy feature as a backup incase you do something wrong. Otherwise, the only was to get your data back would be to restore from a tape backup. This feature is also go to use if you are a PAYROLL user with DIRECT DEPOSIT. If the direct deposit does not go through, you can always restore the payroll data and retry.
To copy data from one company to another:
• Under the Library Master Menu, select MAIN, then select COMPANY MAINTENANCE. • You should switch the company you want to copy the data INTO.
• Click on the COPY button.
• Select the SOURCE company using the lookup option (this is the company you want to copy FROM).
• You can enter one or multiple modules when selecting the information to be copied by clicking next to the appropriate modules in the DATA column.
• You can also copy the forms (if applicable) by clicking the FORMS option column next the module that you want the forms copied from.
• Click PROCEED button.
• You will be prompted whether you want to “Copy all data files to the selected company?”. Click YES if you do want to copy the DATA and the FORMS.
• Pay close attention to be sure you are copying to the correct company – there is not an UNDO button. The system will copy the data from the Source Data information to the Destination Companies.
PERIOD END PROCESSING - WHY IT’S IMPORTANT…
MAS90 holds data in two “buckets”, CURRENT PERIOD and FUTURE. By closing the Current Period on a regular, timely basis, you will be able to print meaningful Period to Date reports and prevent posting to prior periods. In the following example, our Current Period is May, with a fiscal year ending December 31st. CURRENT FUTURE 5 6 5/1 5/6 5/15 6/1 6/12 6/20 5/1 5/6 5/31 6/1 6/12 6/20 Close Period 5 6 7 6/1 6/12 6/20
C
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When Period 5 is closed, all Period 6 transactions move to the current “bucket” and Period 7 is open to post as future.
MAS90 will let you post as far into the future as you would like, however, all future postings will be in the FUTURE “bucket” in Accounts Payable. Therefore, it is important to close the Current Period before the end of the next period. Your General Ledger reports will be fine, but your Accounts Payable Period to Date reports be incorrect as illustrated below:
6 7 6/1 6/12 6/20 6/27 7/1 7/10 7/15 8/1 7/30 8/5
Various transactions are entered for the months of June, July and August.
Close Period 6 7 8 7/1 7/10 7/15 8/1 7/30 8/5 8/6 8/12 8/20 8/31
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MAS90 ORDER OF CLOSING
The following provides an outline of the processing order for MAS90 applications during Period End. The order logic assures that an application that writes to another application is processed first.
1. Payroll (Quarterly) 2. Purchase Order 3. Sales Order
4. Inventory (close SO & PO with IM is a good idea) 5. Material Requirements Planning (Yearly)
6. Accounts Receivable 7. Accounts Payable 8. Job Cost
9. General Ledger
Modules that do not have a Period End process: • RMA
• Bank Reconciliation • Bill of Materials
• Work Order Processing • Time Card
The first step to take is to be sure that you have a good back up of your company data. Second, assign a team leader to oversee the progress and completion of the whole process. Be sure all reports have been printed and analyzed for accuracy.
When ready to do the actual Period End process: • Make sure all transactions have been updated. • Get everyone is out of MAS90.
• Change the module date to the last day of the period.
VENDOR REFERENCE
The Vendor Reference field can be used to print the account number your vendors have assigned to you. This reference filed can be printed anywhere on your Accounts Payable check or stub:
QUICK PRINT CHECKS
REUSING “VOID” CHECK NUMBERS
If you want to reuse check numbers that have been voided (but not used or damaged), you may run the “AP Purge Void Checks” Utility:
1. From the File/Run prompt, enter: APWRVD and press ENTER.
2. At the bank code prompt, enter the desired bank code or range of bank codes.
3. At the check number prompt, enter the desired check number or range of check numbers. Be sure to use a 6-digit check number (enter leading zeroes as needed).
4. Click on Proceed.
Note: When the utility is complete, the selected records will have been removed from the AP_15XXX.soa (Check History Header File) only. Void records will not be removed from the APBXXX.SOA (Check History) file by using APWRVD utility.
CHECK REVERSALS (Voiding Previously Issued/Updated Checks)
At the Manual Check Entry screen, enter the correct bank code and check number of the check to be reversed. You will receive the following prompt:
Answer YES.
The next prompt will be:
- If you don’t intend to repay the invoice(s), answer NO and check the GL Distribution Only box
- You want to select the invoice(s) to repay manually, answer NO - You intend to repay the invoice(s)
originally paid, answer YES
Simply ACCEPT the entry, print the Manual Check Register and Update. The original check will be reversed and the invoice will be available for repayment.
If the check was paid in error and you do not intend to pay the invoice, you will want to select NO at the “Recall Original Invoices?” prompt and check the GL Distribution Only box. On the Line Tab, enter the General Ledger account number you wish to credit (usually the same account number debited when the original invoice(s) was created), and enter the amount as a negative, equal to the check amount.
ADJUSTING INVOICES
MAS90 allows you to adjust invoices that have already been updated (posted) but not yet paid. This may be necessary if:
• The invoice amount or discount amount was entered incorrectly • You needed to delete an invoice after updating it to the permanent files • You need to put an invoice on hold or issue a separate check
To enter adjustments, in Accounts Payable, Main, Invoice Data Entry, • Select the Vendor and enter the invoice number to adjust
• The following prompt will appear, if you do not want to place the invoice on hold or issue a separate check, select Adjust to adjust the amount and/or date of the invoice
When you select Adjust, the invoice balance will display on the Header tab on the lower right-hand corner.
• Enter the dollar amount of the adjustment; use a minus sign to decrease the amount. Confirm, change, or enter the account number to post the adjustment to and the amount to be assigned to each account number. This is helpful if you have miscoded the original invoice
Credit Card Vendors
In the Accounts Payable module of version 3.7x and higher, users can designate vendors who represent credit card companies. This feature helps reclassify individual expense lines to alternate vendors for purchase tracking or 1099 purposes.
In AP, in Vendor Maintenance, Select the Credit Card Vendor check box to indicate that this vendor is a credit card vendor and to allow credit card transfers to and from this vendor in Invoice Data Entry and Manual Check Entry. For more information on credit card transfers, see Perform Credit Card Transfers. NOTE A credit card vendor is your credit card company, such as VISA or American Express.
Why perform credit card transfers?
When entering an invoice for a credit card vendor (for example, your Visa vendor) at the time of purchase or when processing your monthly credit card statement, you may encounter two scenarios:
¾ You want to apply/track a credit card purchase to another Accounts Payable vendor
¾ An outstanding invoice already posted to another Accounts Payable vendor exists for the credit card purchase and you want to mark in the system that this invoice has been paid by credit card To resolve these scenarios, you need to perform a credit card transfer. There are two types of credit card transfers, a purchase transfer and an invoice transfer.
What is a purchase transfer?
A purchase transfer allows you to apply/track a credit card purchase to another Accounts Payable vendor (also referred to as the purchase vendor) by transferring the purchase amount from the credit card vendor's invoice to the purchase vendor. Payment history will be recorded for both the credit card vendor and the purchase vendor. To record a purchase paid by credit card (assumes that an invoice was not entered for the purchase vendor)
1 On the Accounts Payable Main menu, click Invoice Data Entry.
2 In Invoice Data Entry, enter your credit card vendor at the Vendor No. field and enter an invoice number at the Invoice No. field.
3 On the Header tab, enter the invoice information. 4 On the Lines tab, click the Transfer button. 5 In the Update Purchase Vendor window:
c. At the G/L Account field, the purchase vendor’s G/L account defaults from the vendor master file but can be changed.
d. At the Transfer Amount field, enter the purchase amount to be applied to the purchase vendor.
e. Maintain the 1099 Form and Box fields as necessary, and click OK. f. In the Invoice Data Entry window, click Accept.
6 In the Invoice Data Entry window, click Accept. What is an invoice transfer?
An invoice transfer allows you to mark in the system that the outstanding invoice posted to another Accounts Payable vendor (also referred to as the purchase vendor) has been paid by credit card by transferring the invoice amount from the outstanding invoice to the credit card vendor's invoice. On occasion you enter an invoice for a vendor and after the invoice is posted to the general ledger, the invoice is paid using a credit card. After paying an invoice by credit card, record in the system that the invoice has been paid so that a check will not be created for it. To record that the invoice has been paid by credit card, you must enter an invoice for the credit card vendor and transfer the invoice from the original purchase vendor to the credit card vendor. Payment history is recorded for both the purchase vendor and the credit card vendor. To record the payment of an outstanding invoice by credit card :
1 On the Accounts Payable Main menu, click Invoice Data Entry.
2 In Invoice Data Entry, enter your credit card vendor at the Vendor No. field and enter an invoice number at the Invoice No. field.
3 On the Header tab, enter the invoice information. 4 On the Lines tab, click the Transfer button. 5 In the Update Purchase Vendor window:
a) At the Vendor Number field, select the purchase vendor.
b) At the Invoice Number field, select the purchase vendor's outstanding invoice.
NOTE: The G/L Account field is not available because the outstanding invoice, itself, is being transferred (not the purchase).
c) At the Transfer Amount field, the transfer amount defaults from the purchase vendor's invoice balance but can be changed (partial pay).
NOTE: The transfer amount cannot exceed the purchase vendor's invoice balance. d) If necessary, enter the discount amount at the Discount Amount field.
NOTE If you enter invoices for your credit card vendor at the time of purchase, when you are processing your monthly credit card statement, you can reconcile these invoices with the credit card statement by combining them onto the invoice for the credit card statement. For instructions, see Combine Invoices for the Credit Card Vendor Into One Invoice.
BANK RECONCILIATION
The Bank reconciliation Register shows the Calculated Book Balance and Adjusted Bank Balance. • Calculated Book Balance – This amount is calculated by taking the Current Balance from Bank
Code Maintenance and subtracting or adding all transactions dated after the ending date on the Bank Reconciliation Register.
• Adjusted Bank Balance – This amount is calculated by taking the Bank Statement Balance entered in Reconcile Bank, adding all outstanding deposits, subtracting all outstanding checks, and subtracting or adding all outstanding adjustments.
Use the Reconcile Bank to clear checks, deposits, and adjustments appearing on you monthly statement. Verify the outstanding balance is zero and print the Bank Reconciliation Register.
Be sure to select just one Bank Code at a time. Also, leave the Starting Transaction Date blank.
ACCOUNTS RECEIVABLE FINANCE CHARGE CALCULATION
The Aged Invoice Report must be run prior to calculating finance charges. Running the Aged Invoice Report recalculates aging categories.
Your Setup Options and Customer Maintenance provide information on how to calculate finance charges. The calculation is performed in Finance Charge Calculation on the Period End menu.
Finance charges are calculated based on the date specified.
When the calculations are completed, you can select another range of customers or print the Finance
Charge Journal.
CASH RECEIPTS
Use Cash Receipts Entry on the Main menu to:
• Record payments against outstanding customer balances • Apply debit and credit memos to open invoices
• Record prepayments
• Record the write-off of a bad debt (see example) • Reverse returned checks
• Record miscellaneous cash receipts
For example,
A zero-dollar cash receipt is the easiest way to write off a bad debt.
Be sure to enter the correct Bank Code and verify the date. This is the date that the write off will occur and post to the General Ledger.
Select the Customer, and enter
BAD DEBT
for the check number.
Select the invoice to written off in whole or in part. Enter the amount in Amount
Posted. Enter the GL
RETAINING CASH RECEIPTS HISTORY
POSTING TO A CLOSED FISCAL YEAR IN GL
Overview
If you retained detail history for a prior fiscal year, you can reopen the closed fiscal year and post to it. This method provides an audit trail. Closed fiscal years can only be reopened in the General Ledger module.
Before You Begin
If you have not retained detail history for a prior fiscal year, you cannot reopen it. To make sure that you retained detail history for a prior fiscal year, verify the setting at the Years to Retain General Ledger History field on the General Ledger Options Main tab. For more information, see Years to Retain General Ledger History.
To post to a closed fiscal year
Select General Ledger Setup menu > General Ledger Options.
On the General Ledger Options Main tab, at the Current Fiscal Year field, select the past fiscal year to reopen. For more information, see General Ledger Options - Fields.
At the Current Period field, select the accounting period to post to and click Accept.
In General Journal Entry or Transaction Journal Entry, enter the journal entry to the reopened fiscal year and period, and update the journal entry.
When you are finished, reprint year end reports.
On the General Ledger Options Main tab, at the Current Fiscal Year field, select the current year, and at the Current Period field, select the current period. Click Accept.
MAKING AN ADJUSTMENT IN THE GL FOR A CLOSED PERIOD Overview
There are two methods to make an adjustment for a closed period. You can either set the accounting period to a prior period or enter an adjustment to the current period for the prior period.
To set the accounting period to a prior period
Select General Ledger Setup menu > General Ledger Options.
On the General Ledger Options Main tab, at the Current Period field select the past accounting period to post to and click Accept. For more information, see General Ledger Options - Fields.
Enter and update a general journal entry to the selected period, or post a register from another module to the selected period.
When you are finished, reset the Current Period field back to the current period on the General Ledger Options Main tab.
CLEARING PAYROLL DATA ENTRY & DEFINING TAB STOPS
Up until the point of UPDATING the Check Register, you may clear the Payroll Data Entry files by simply clicking on the Clear button!
TRACKING HISTORY IN PAYROLL
Be sure to set the option to retain perpetual history to track history across years in detail. This proves to be valuable down the road for inquiring into prior years of payroll history.
RESTARTING CHECK PRINTING
One of the most stressful days you have is the day you process Payroll! It’s late in the day, you are in the middle of printing checks, and the printer jams…what do you do?
Enter the next Check Number in order to begin the reprint. Be sure to check the box marked Print checks already printed!
Select the employee that the check jammed on.
Verify that everything is correct. Print the check(s).